CONTENTS

1.NAME1

2.DEFINITIONS1

3.AIMS AND OBJECTIVES2

4.AFFILLIATION2

5.MEMBERSHIP2

6.MEMBERSHIP FEE2

7.EXECUTIVE3

8.POWERS AND DUTIES OF THE EXECUTIVE3

9.ELECTION OF OFFICE BEARERS4

10.FINANCES4

11.EXECUTIVE MEETINGS5

12.GENERAL MEETINGS5

13.ANNUAL GENERAL MEETINGS5

14.TERMINATION OF MEMBERSHIP TO THE CLUB6

15.TERMINATION OF THE TERMS OF THE EXECUTIVE MEMBERS6

16.DISAFFILIATION7

17.INTERPRETATION OF THIS CONSTITUTION7

18.ALTERATION OF THIS CONSTITUTION7

19.ENACTMENT8

New Clubs should follow the guidelines set out by this Constitution. Clubs are expected to add in clauses where appropriate detailing information specific to their requirements.

NAME

The name of the Club shall be

_____________________________________________________________________

and herein referred to as the “Club”.

DEFINITIONS

AGM means the Annual General Meeting of the Club.

Associate Member shall have the meaning given to it in clause 5.2.

CO means the Clubs Officer, that is, the Guild staff member in that position.

CSC means the Clubs & Societies Committee.

Executive shall have the meaning given to it in clause 7.0.

Executive Member means the members of the Executive.

GM means a General Meeting of the Club.

Guild means the Queensland University of Technology Student Guild.

Member shall have the meaning given to it in clause 5.1.

Student means a person enrolled in a course or unit of study at the Queensland University of Technology.

VP (CC) means the Vice-President (Campus Culture), that is, the Guild office bearer(s) in that position.

AIMS AND OBJECTIVES

3.1The aims and objectives of the Club shall be:

3.1.1[As approved by the Guild at affiliation]

3.1.2

3.1.3

AFFILLIATION

4.1The Club shall be affiliated with:

4.1.1The QUT Student Guild

4.1.2[Insert any other affiliations]

MEMBERSHIP

5.1 Membership to the Club is open to Students.

5.2 Associate membership is open to non-Students.

5.3 Where not already a member of the Club, the VP (CC) and the CO will become ex-officio Club members with speaking rights only.

Membership to the Club shall be subject to the policy of the Guild.

MEMBERSHIP FEE

6.1 The membership fee of the Club shall be a minimum of $2.00.

6.2 The membership fee will be paid by Club members annually.

EXECUTIVE

7.1 The Club shall have no less than three (3) Executive Members who shall be Students.

7.2 These members shall be:

7.2.1President

7.2.2Secretary

7.2.3Treasurer

7.2.4[Insert any other Executive Members required]

POWERS AND DUTIES OF THE EXECUTIVE

8.1The Executive of the Club shall:

8.1.1Act in accordance with the aims and objectives of the Club.

8.1.2At all times be subject to the decisions of any GM of the Club.

8.1.3Have the power to make regulations necessary to put into effect this Constitution.

8.1.4Have the power to make or alter policy decisions which shall be binding unless altered or reversed by a GM of the Club.

8.1.5Have the power to conduct activities in the name of the Club and shall be responsible for arranging all the activities of the Club.

8.1.6Have the power to fill casual vacancies created during its term of office, following the AGM,subject to their confirmation at the next GM of the Club.

8.1.7Be responsible for keeping records of all the Club’s proceedings.

8.1.8Handle and keep records of all the Club’s finances.

8.2The President of the Club shall:

8.2.1In the absence of a resolution of a GM or an Executive Meeting, exercise the powers and duties of the Executive.

8.2.2Convene and chair all meetings of the Club.

8.2.3Represent the members of the Club in accordance with the aims and objectives of the Club.

8.2.4Have the casting vote at all meetings.

8.2.5Have all decisions relating to the Club made by him/herself ratified at an Executive Meeting.

ELECTION OF OFFICE BEARERS

9.1 Nominations for positions will be called at least one (1) week before the AGM.

9.2 Should a position be contested, an election shall occur.

9.3 Voting for elections will be conducted by either secret ballot or show of hands.

9.4 The President shall be appointed electoral officer.

9.5 The President will ratify the election results.

9.6 In the event of a position remaining vacant after an AGM, the Executive will have the power to fill those vacancies at an Executive Meeting, subject to ratification by a GM.

FINANCES

10.1 All monies acquired or raised by the Club shall be deposited into a bank account at National Australia Bank.

10.2 The signatories of the Club’s bank account shall be:

10.2.1At least two (2) Executive Members; and

10.2.2The CO.

10.3 The financial period of the Club ends on 30 November each year.

10.4 Proper financial records shall be kept and maintained correctly showing the financial affairs of the Club.

10.5 Prior to purchase or sale of equipment the VP (CC) & the CO must be informed in writing by the Club and their approval granted.

10.6 All financial transactions must be done through the Club’s bank account and shall only be conducted in the name of the Club.

10.7 The income and property of the Club however derived shall be used and applied solely in the promotion and exercise of the Club objectives.

EXECUTIVE MEETINGS

11.1Executive Meetings should be held as required by the Club Executive to discharge their powers and duties in accordance with clause 8.1.

11.2Proxies are not permitted.

11.3Quorum is a majority of the Executive.

GENERAL MEETINGS

12.1GMs should be held as required by the Club.

12.2Only Students are eligible to vote.

12.3Proxies may be admitted.

12.4A GM of the Club shall abide by the standing orders prescribed in the Guild Regulations or those approved by the GM.

12.5Quorum shall be 10% of total voting members.

12.6The Club shall make rules concerning the calling and the issue of notice of all GMs to be held, and the procedure to be adopted at all such meetings.

ANNUAL GENERAL MEETINGS

13.1For clarity, clause 12.0 is effective on AGMs.

13.2The AGM shall be held before the end of the Club’s financial year and must elect Executive Members for the following term of office.

13.3The Executive shall set a date, time, and venue for the AGM.

13.4The VP (CC) and the CO must be advised of the AGM details at least one (1) week prior to the meeting.

13.5The purpose of the AGM shall be:

13.5.1To receive the annual reports from each Executive Member.

13.5.2To elect or ratify the election of a new Club Executive as specified under Section 7.0.

13.5.3To issue the Club’s financial records or audited books for the past twelve (12) months or since the last AGM.

13.5.4To discuss any business duly brought before the meeting.

13.6Proxies are not permitted at AGMs.

TERMINATION OF MEMBERSHIP TO THE CLUB

14.1A person will cease to hold membership of the Club:

14.1.1By a resolution passed by a two-thirds (2/3) majority at a GM on the grounds that the person is guilty of conduct detrimental to the interests of the Club; or

14.1.2If the person resigns from the Club; or

14.1.3If the person does not renew their membership on an annual basis.

TERMINATION OF THE TERMS OF THE EXECUTIVE MEMBERS

15.1An Executive Member will cease to hold their position:

15.1.1If they cease to be a Student; or

15.1.2By a resolution passed by a two-thirds (2/3) majority at a GM; or

15.1.3If they resign from the Club; or

15.1.4Upon the appointment of a new Executive in accordance with clause 13.0.

DISAFFILIATION

16.1The Club will cease to be affiliated with the Guild if:

16.1.1Its membership falls below twenty (20); or

16.1.2Its membership comprises of less than 70% Students; or

16.1.3It fails to comply with the policies or regulations of the CSC or the Guild; or

16.1.4It is on probation for a period of more than six months; or

16.1.5The QUT Student Guild Council votes in favour of disaffiliating the Club; or

16.1.6By resolution of the Executive, the Club undergoes voluntarily dissolution.

16.2Upon disaffiliation of the Club, all equipment and funds will become property of the Guild.

16.3The Club must be given at least one (1) month’s written notice of the intended disaffiliation.

INTERPRETATION OF THIS CONSTITUTION

17.1The interpretation of this Constitution shall be the responsibility of the Guild via the CO or the VP(CC).

17.2Where this Constitution is silent, the Executive shall act in what it considers to be the best interest of the Club, in accordance with the aims and objects of the Club. Such action will be subject to confirmation by the next GM.

ALTERATION OF THIS CONSTITUTION

18.1To be valid a Constitutional amendment, the amendment must be approved by:

18.1.1By resolution of at least two-thirds (2/3) majority at an AGM and/or GM of the Club; and

18.1.2The Guild via the VP(CC) or the CO.

ENACTMENT

This Constitution shall take effect and be deemed enacted as from the

_____________ Day of the _________________ Month ___________ Year.

Position of Club Executive: _________________________________________

_________________ _______________________ Dated: _____________

Sign Print Name

Guild Clubs Officer: ______________________________________________

_________________ _______________________ Dated: _____________

Sign Print Name

UBS AND SOCIETIES HANDBOOK 2016

QUT GUILD CLUBS AND SOCIETIES HANDBOOK 2016

0

QUT GUILD CLUBS AND SOCIETIES | CONSTITUTION

8

CLUBS & SOCIETIESCONSTITUTION

QUT GUILD CLUBS AND

SOCIETIES

| CONSTITUTION

0

CONTENTS

1.

NAME

1

2.

DEFINITIONS

1

3.

AIMS AND OBJECTIVES

2

4.

AFFILLIATION

2

5.

MEMBERSHIP

2

6.

MEMBERSHIP FEE

2

7.

EXECUTIVE

3

8.

POWERS AND DUTIES OF THE EXECUTIVE

3

9.

ELECTION OF OFFICE BEARERS

4

10.

FINANCES

4

11.

EXECUTIVE MEETINGS

5

12.

GENERAL MEETINGS

5

13.

ANNUAL GENERAL MEETINGS

5

14.

TERMINATION OF MEMBERSHIP TO THE CLUB

6

15.

TERMINATION OF THE TERMS OF THE EXECUTIVE MEMBERS

6

16.

DISAFFILIATION

7

17.

INTERPRETATION OF THIS CONSTITUTION

7

18.

ALTERATION OF THIS CONSTITUTION

7

19.

ENACTMENT

8

QUT GUILD CLUBS AND SOCIETIES | CONSTITUTION 0

CONTENTS

1. NAME 1

2. DEFINITIONS 1

3. AIMS AND OBJECTIVES 2

4. AFFILLIATION 2

5. MEMBERSHIP 2

6. MEMBERSHIP FEE 2

7. EXECUTIVE 3

8. POWERS AND DUTIES OF THE EXECUTIVE 3

9. ELECTION OF OFFICE BEARERS 4

10. FINANCES 4

11. EXECUTIVE MEETINGS 5

12. GENERAL MEETINGS 5

13. ANNUAL GENERAL MEETINGS 5

14. TERMINATION OF MEMBERSHIP TO THE CLUB 6

15. TERMINATION OF THE TERMS OF THE EXECUTIVE MEMBERS 6

16. DISAFFILIATION 7

17. INTERPRETATION OF THIS CONSTITUTION 7

18. ALTERATION OF THIS CONSTITUTION 7

19. ENACTMENT 8